22-097 Service Order #4 HF&H Rate Year 4 Prep CITY OF CUPERTINO
MASTER AGREEMENT CONSULTANT SERVICES
SERVICE ORDER NO.
MASTER AGREEMENT #:MA Date:
Maximum Compensation:
Consultant: Firm Name:
Address:
Contact: Ph:
Project Name:
Description: (simple project description if appropriate)
Attachment A: Includes Description of Project, Scope of Service, Schedule of Performance
and Compensation
City Project Management
Managing Department: Public Works Project Manager:
Fiscal/Budget :
SO Acc't #:PO #:
Project #:Date:
Approvals:
Date:
Date:
Appropriation Certification: I hereby certify that an unexpended appropriation is available in the above
fund for the above contract as estimated and that fund are available as of this date of signature
City Finance:Date:
Encumbrance this Service Order:
MA End Date:
Consultant:
Manager:
Management Analyst
Master Agreement Maximum Compensation:
Master Agreement Unencumbered Balance:
Total Previously Encumbered to Date:
City of Cupertino Master Agreement Service Order
2023-004 July 25, 2022
TBD
3-23-2023
Rob Hilton rchilton@hfh-consultants.com 925-977-6968
4
Mar 23, 2023
Mar 23, 2023
Mar 23, 2023
Service Order 4 – Disposal RFP Process Part 1
March 13, 2023
HF&H Consultants, LLC 1
SERVICE ORDER 4 DISPOSAL RFP PROCESS PT 1
Service Order 4 includes RFP-related activities up to release of the RFP. Peter Deibler and Alison Griffith
will be lead HF&H staff. Primary goals for Service Order 4 are to: 1) continue to assist in design of the RFP
process for procurement of disposal, C&D, and MSW processing services for the City, as needed; 2) hold
pre-RFP discussions with potential proposers; 3) develop an RFP package that meets the needs of the City;
4)communicate to City Council through briefings and meetings to ensure alignment prior to RFP release;
5)prepare for RFP release; and, 6) support the City with other communications or assistance as needed.
A subsequent service order will be prepared for tasks occurring after the RFP release, including tasks such
as a pre-proposal meeting with potential proposers, and proposal review, clarification, and evaluation.
Scope of Work
Task 1 Process Planning and Design. HF&H will continue to collaborate with the City team as necessary
to identify and evaluate options for the procurement approach, including definition of roles, RFP
structure, process flow, and designing elements of the RFP package to address specific service needs and
key policy issues. Task 1 provides a pool of up to 13 hours, to be used as needed subject to prior discussion
with City staff.
Task 2 Communication with Potential Proposers Pre-RFP Release. HF&H will support City staff with
outreach and communications with potential proposers prior to the release of the RFP package to ensure
potential proposers are aware of the process, to encourage proposal submittal, and to proactively identify
any questions or concerns that can be addressed prior to RFP release. Task 2 provides a pool of up to 18
hours, subject to prior discussion with City staff.
Task 3 Develop Draft RFP Package. HF&H will develop a draft RFP, proposal forms, and a service
agreement for the City team’s review and comment, based on the design elements identified in Task 1.
The task provides a pool of 25 hours for HF&H to address City reviewer comments and prepare a final
draft version of the documents. The package will be finalized following discussion with the Council, as
provided in Task 5.
Task 4 City Council Communications. HF&H will support the City team in preparing for and attending City
Council briefings, meetings, and conducting other Council and management team communications as
needed, including supporting financial analysis. HF&H will review and provide comments on staff reports
developed by the City team, and will support preparation of presentation materials and memos as
requested. The fee estimate assumes that HF&H will participate in up to three briefings for City Council
members and will attend one regular session City Council meeting currently scheduled for May 2nd.
Task 5 Finalize RFP Package for Release. Upon receiving direction from the City Council in Task 4, HF&H
will make any necessary revisions to the content or approach of the final RFP Package. HF&H assumes, as
discussed that the City will host the RFP process and will manage release of the RFP with HF&H support
as needed. The fee estimate assumes a total of 21 hours for this task.
Task 6. Other Communications. HF&H will be available for additional meetings, phone calls, emails, and
other communications with City staff, the City Manager’s Office, and the City Attorney’s office. The fee
estimate provides for a pool of 16 hours for this task.
Service Order 4 – Disposal RFP Process Part 1
March 13, 2023
HF&H Consultants, LLC 2
Fee Estimate
HF&H proposes to perform this work consistent with the billing arrangements and rates included in our
master services agreement with the City. We estimate that the fees required to perform this scope of
work will not exceed $57,960.00 Our estimate of the hours by staff role and task are presented below.
Note that this estimate assumes HF&H will primarily attend meetings virtually, with inclusion of expenses
for up to two in-person meetings. HF&H respectfully reserves the right to reallocate budget among staff
and tasks within this total not-to-exceed amount to accommodate issues that arise during the
performance of work, which always varies somewhat from the preliminary estimates.
Task #Task Description Pr
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Total Estimated
$325 $305 $215 $170 $125 Hours Fees
1 Process Planning and Design 1 6 4 2 -13 $3,355
2
Communication with Potential Proposers Pre-
RFP Release 2 12 4 - -18 $5,170
3 Develop Draft RFP Package 5 34 50 20 20 129 $28,645
3a Review background/benchmarking - 4 4 4 -12 $2,760
3b Develop Draft RFP and Proposal Forms 2 16 20 4 8 50 $11,510
3c Develop Draft Agreement 2 8 16 8 8 42 $8,890
3d Develop Final Draft Package 1 6 10 4 4 25 $5,485
4 City Council Communications 4 16 18 8 5 51 $12,035
4a Participate in Councilmember Briefings 2 6 6 - 3 17 $4,145
4b Prepare; Review Materials 1 4 6 8 2 21 $4,445
4c Prepare for, Attend Council Meeting 1 6 6 - -13 $3,445
5 Finalize RFP Package for Release 1 4 8 4 4 21 $4,445
6 Other Communications 2 6 6 2 -16 $4,110
Subtotal 15 78 90 36 29 248 $57,760
Out-of-Pocket Expenses $200
Total Budget $57,960
Service Order 4 – Disposal RFP Process Part 1
March 13, 2023
HF&H Consultants, LLC 3
Schedule
Our understanding is that the above tasks will occur through May but that an RFP release date has not
been specified. HF&H will prepare a separate service order for subsequent activities to occur after the
RFP release.
Service Order #4 HF&H Rate Year 4 Prep
Final Audit Report 2023-03-24
Created:2023-03-23
By:Jindy Garfias (jindyg@cupertino.org)
Status:Signed
Transaction ID:CBJCHBCAABAAKLAMb6bKkf2tmIasiDGjQaKdq6zVH4Jk
"Service Order #4 HF&H Rate Year 4 Prep" History
Document created by Jindy Garfias (jindyg@cupertino.org)
2023-03-23 - 9:50:39 PM GMT
Document emailed to Rob Hilton (rchilton@hfh-consultants.com) for signature
2023-03-23 - 9:55:01 PM GMT
Email viewed by Rob Hilton (rchilton@hfh-consultants.com)
2023-03-23 - 11:37:33 PM GMT
Document e-signed by Rob Hilton (rchilton@hfh-consultants.com)
Signature Date: 2023-03-23 - 11:37:46 PM GMT - Time Source: server
Document emailed to Ursula Syrova (she/her) (ursulas@cupertino.org) for signature
2023-03-23 - 11:37:47 PM GMT
Email viewed by Ursula Syrova (she/her) (ursulas@cupertino.org)
2023-03-23 - 11:45:29 PM GMT
Document e-signed by Ursula Syrova (she/her) (ursulas@cupertino.org)
Signature Date: 2023-03-23 - 11:53:05 PM GMT - Time Source: server
Document emailed to Julia Kinst (juliak@cupertino.org) for signature
2023-03-23 - 11:53:06 PM GMT
Email viewed by Julia Kinst (juliak@cupertino.org)
2023-03-24 - 0:37:42 AM GMT
Document e-signed by Julia Kinst (juliak@cupertino.org)
Signature Date: 2023-03-24 - 0:37:50 AM GMT - Time Source: server
Agreement completed.
2023-03-24 - 0:37:50 AM GMT
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